Procurement Department Secretary

Project Procurement Secretary

Kingston upon Thames, Surrey

12 Month Contract

Inside IR35

Job Description: Our client is currently seeking a dedicated and experienced Project Procurement Secretary to join their team in Kingston upon Thames. The ideal candidate will have prior experience in a similar role within an engineering company and will be responsible for providing comprehensive administrative support to the procurement department.

Key Responsibilities:

• New Staff On boarding: Assist with settling-in arrangements for new staff, including preparing floor plans, coordinating IT needs, and facilitating departmental inductions.
• Travel and Accommodation Coordination: Liaise with HR to manage travel and accommodation arrangements for department staff, including taxi bookings and other logistics.
• Expense Management: Handle the processing and reconciliation of departmental expenses.
• Timesheet Coordination: Oversee the weekly authorisation and submission of timesheets for department staff.
• Stationery and Supplies Management: Maintain and manage stationery and office supply needs for the department.
• SAP Authorisations: Perform delegated duties related to SAP authorisations and approvals.
• Document Management: Assist in the maintenance and organisation of the Document Management System, ensuring all documents are up-to-date and accessible.
• HR Liaison: Work closely with HR and department managers to address day-to-day issues, including the completion and processing of HR forms.
• Report and System Updates: Update departmental reports and maintain the in-house bidding system with current information.
• Pre-Qualification Submissions: Prepare and submit pre-qualification documents as required.
• Flowchart Production: Create and update flowcharts using Visio to support departmental processes and projects.

Qualifications:

• Proven experience in a similar secretarial or administrative role within an engineering or technical environment.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and Visio.
• Familiarity with SAP or similar enterprise resource planning (ERP) systems.
• Strong organisational and multitasking skills.
• Excellent communication and interpersonal skills.
• Attention to detail and a proactive approach to problem-solving.

Who we are:

• First Recruitment Group are committed to finding the right candidates for our clients, and the right companies for our candidates to work for. We’re passionate about putting people first, and take pride in being able to offer an all-round service for candidates and clients with our payroll solution, Primis + and workforce management solution, Operam.

• As part of putting people first, we strive to be an equal opportunities employer and we are always looking to increase the diversity of our workforce, working closely with our clients to ensure everyone is included.